Assistant Director, Healthcare Admin- Department of Pediatrics

AST DIR, Health Care Admin

Monitors divisional activities related to personnel issues, staffing, recruiting, and training of new staff. Works with Division Chief to initiate paperwork for recruitment of new faculty and staff. Functions as a manager for the assigned divisions, including direct supervision of an office staff and oversight over other divisional employees; interviewing and hiring office personnel; conducting evaluations of office personnel; and problem solving. Responsible for the coordination of staff absences and leave; ensures that the office has appropriate coverage at all times. Works closely with the Division Chief and the Director on issues of hires and staff assignments and workload. Supervises, guides, and trains divisional office staff. Works with the Director to assess staff needs in the assigned divisions and makes workload and task assignment suggestions. Actively participates in recruitment process and interviews candidates. Meets with staff regularly to check on progress, assigns tasks, and makes sure that workload is appropriate. Suggests training and ensures that hired staff has necessary technical knowledge to perform assigned tasks.

Works with principal investigators (PI) in the division, and the Peds Grants Office to administer pre- and post-award activities; monitor new notice of awards. Ensures that salary appointments are distributed according to budget and monitors spending of each grant. Meets on a monthly or quarterly basis with the Grants Office and PI’s for each division to review spending on grants. Provides reports for this meeting, and on as-needed basis. Responsible for maintaining positive budget balances on all divisional funds and for keeping researchers informed of charges hitting their projects. Ensures the charges on grants are allocable and allowable.

SERVICES MONITORING & POLICIES FORMULATIONS AND RECOMMENDATIONS
Monitors the use of services, space and staffing to assure effective use of the resources and assess a need for additional equipment, staff and services. Is aware of advances in medicine and treatments and health insurances changes.
Responsible for ensuring that all programs, activities, and series comply with university, state, and federal regulations.
Recommends policy for program operations and advises faculty/administrators in the unit regarding interpretations, applications, and implementation of new or revised rules, policies, and procedures. Makes suggestions to the chief to ensure efficient operations and achieve cost savings. Creates and periodically updates divisional operations manual. Acts as a backup and takes overflow patients and office calls. Works on special projects as assigned by the Division Chief or the Director.

BUDGET ADMINISTRATION & REPORTING ACTIVITIES, DATA COLLECTION, AND ANALYSIS

Works with Division Chief and department’s fiscal resource personnel to develop financial reports, spreadsheets and protocols to provide fiscal overview to the Chief on a monthly basis and to provide requested data to the Chairman’s and Dean’s Office. Develops cost savings measures that can be instituted by the divisions. Produces and reviews other reports as requested by the department/divisions. Responsible for budget related activities and handles development of annual budgets for the assigned divisions; then manages spending of these dollars through salary appointments and tracking of spending, reporting of variances to the Dean’s office and helping to develop cost savings measures that can be implemented by the department. Tracks status of research studies to include review of study invoices from hospital and other vendors and approval for payment. Ensures billing of study costs to the contract agency and tracking receipts of payments for this site and other satellite sites that may participate under the administrative overview of the University of Florida. Plans costs and coordinates billing payments. Responsible for maintaining an inclusive working environment that is free from discrimination and harassment.

Oversees EPIC clinics templates and visits schedules for all providers within the assigned divisions. Responsible for providing direction, coordination and administration in the areas of financial budgets, cost analyses, information/data processing, invoicing and setting up RVU targets. Ensures optimal collections and appropriate expenditures for the assigned Divisions. Periodic review of billings and collections for each Division. Ongoing tracking to ensure optimal collections. This position sets up procedural protocols for optimal billing by physician services; is responsible for major systems review as it is related to Billings and Collections for the clinical divisions and as it relates to fiscal reporting and management tools regarding spreadsheets. With the changes in the health care industry the Department of Pediatrics needs to position itself appropriately to continue its mission of teaching, patient care and research.

Creates variety of clinical data reports, which require proficiency with PowerPlay and Impromptu; assists the Divisional Chiefs and the Director with backup reports for the departmental budget creation and monitoring. Responsible for creating and keeping up-to-date instruction manuals for a verity of departmental reports and processes.

Performs analysis of the divisional budget’s variance reports on a monthly basis. Presents data to division chiefs and the Director. Meets with Division Chiefs on a monthly basis to review variance and other budgetary reports (statistical, payor mix, revenue cycle, etc.); explains variances to the chief plan and implement corrective actions.

Uses prompted and delivered reports for payroll and expenses in Enterprise Reporting and People Soft Oracle System Queries, uses open queries and builds custom queries in Query Studio and runs PowerPlay reports for clinical transactions. Develops and analyses reports for a variety of fiscal and budget-related activities and clinical revenue issues to give data to the chief and the director upon request. Responsible for budget related activities and reports, spreadsheets and protocols for the division.

Performs other duties as assigned by the Director or other appropriate administrator.

$100,000 - $110,000 annually

Master’s degree in an appropriate area and two years of relevant experience; or a bachelor’s degree in an appropriate area and four years of relevant experience.

PHYSICAL QUALIFICATIONS: None

In order to be considered, you must upload your cover letter and resume.

The University of Florida is committed to providing equal employment opportunities for all qualified individuals. If you require an accommodation due to a disability to apply for this position, please contact the ADA Office at (352) 392-2477 or the Florida Relay System at (800) 955-8771 (TDD). For more information, visit the UF ADA Compliance website: https://ada.ufl.edu

This is a time limited position.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.